How to keep track of missing documents for a specific Prospect Student
About a year 1/2 ago when I started in Admissions I was very worry in how to remember what specific document that prospect student that came a week ago was missing in order to enroll, so I created an Enrollment Check List listing all required documents and mark those that were missing, also a notes space that allowed me to remember the person in case that I did not remember. This document was review modify and approve and added to the APP. Later on I learn that the institution database had enough tabs were I can input all information commonly related to the check list that I created. By this means that to learn all tools provided by your institution data base is essential to perform proficient job and in your department.
Sandy,
It is always the best time to make sure everything is in order.
Karne,
Both are excellent tools! Thank you for sharing your process.
Marcia,
What a great idea using the database! Others can track the progress without taking the file.
This is the exact process that I use. I created a Access Databse for forms that should be received upon enrollment. This is entered after the enrollment form is received. I attach the hard copy to the front of the file and then enter everything received onto the database
Tamara,
Agreed! It's a quick reference of what is missing but also what the roadblocks are.
Basically with all this mentioned procedures, when a prospect is unable to follow what they need to have at time of enrollment, this gives you red flags of a possible difficult student. at the end proper follow up on a prospect student helps you learn how to fisically read your good potetntials, and how they migth be as an active student. Keeping track helps in many ways.
Yes i think that is a great ideas
Tamara,
I agree, a checklist is a must! We have one attached to the prospective student's file, so at a glance you can see what documents are missing. We also have a database with notes about conversations with each prospective student.
Our institution also provides this. I always check with my records department before ending the interview for accuracy.
Sharon,
Sounds like you have a check and double check on the process. Way to go!
I too use a checklist placed inside every student file the minute they are enrolling, every entry is dated and signed by the student and myself. The student receives a copy of the checklist everytime we had an entry. I also have every student entered in the computer data base with the list of required documents that is dated and checked off each time we receive anything from the student. These two tools really do work well and insure you have all documents required. Im a hugh fan of the checklist
Tamara,
Organization is key. Checking it twice is good practice.
Tyler,
Checklists seem to be the tool of choice.
Judith,
Missing documents or other information is noncompliant. It is important for all roles within the school.
Tamara,
It is very important that student be able to pay for their education even beyond graduation.
Geraldine,
Also checklists provide an instant file update for anyone reviewing the file.
It sounds redundant, but a check list is the best way to go. Timing is also important, I try to mention all the documents need with a phone call so that their file can be complete the first time around.
yes, if we do not screen if the prospect have every needed document for FA, it becomes a delay, and waste of time for FA as well for the prospect.
It is important to keep track of missing documents for Admissions as it is for financial aid.
